Simple - Yet Wildly Effective – Productivity Hacks for Your Personal and Business Life

As a business owner and leader, it’s easy to feel that your days are being driven by the needs of others. 

You have clients expecting you to deliver insightful, innovative solutions. Your employees are counting on you to provide vision and direction. And your personal life may also be calling for attention – with kids, families, friends, and hobbies all vying for your time and energy.

And this brings us to our problem – when you have all these plates spinning at the same time, you’ll soon find it nearly impossible to actually get anything done. The moment you start to focus on the “should do” of one area of your life, another area trips the emergency switch, or your focus falls prey to the latest email notification.

What you need is a set of strategies to manage your time and prioritise your tasks effectively. This will not only help you accomplish your goals and responsibilities, but also reduce stress and promote a sense of control over your life.

Because balance is the reward for those who have mastered the art of productivity – and as a leader in the market, you need all the help you can get!

Choosing Balance Over More

Before we dig into the seven productivity hacks to unlock the best in your business and personal leadership, let’s build a working definition of what productive actually looks like.

While many would point to the idea of productivity as being able to get more done in less time, simply approaching these ideas from a perspective of doing more is a dangerous place to start. Recent global research from Gallup has found 43% of workers – from the front line to the corner office – report feeling some level of extreme burnout.

There’s no reason to seek better performance at the expense of burnout, so let’s pursue a more holistic definition that includes fulfillment and well-being. This is where the concept of balance comes in.

Achieving balance means finding a healthy equilibrium between work and life, productivity and rest, achievement and satisfaction. It's about being intentional with your time and energy to ensure that all areas of your life are given proper attention.

When you have balance, you feel in control, fulfilled, and energised. You are able to tackle tasks efficiently because you have taken care of yourself first. This sense of control over your life allows for increased focus and productivity.

But how do we actually achieve this elusive thing called balance? That's where these seven productivity hacks come in. By implementing these strategies into your daily routine, you can find balance and boost your overall productivity.

Hack 1: Start Your Day with a Purpose

Begin each morning by setting clear intentions for the day. This practice, often overlooked, can significantly improve your focus and motivation, setting a positive tone for the hours ahead. 

By taking a few moments to align your daily activities with your broader goals, you're not just reacting to what comes your way, but proactively shaping your day for success. This intentional approach can help you prioritise effectively, reduce decision fatigue, and maintain a sense of progress even on the busiest days.

• Write down your top 3 priorities for the day, ensuring they align with your long-term goals
• Create a "power hour" first thing in the morning, dedicating this time to your most important task
• Practice a brief mindfulness exercise or meditation to center yourself and clarify your thoughts
• Review your long-term goals to stay aligned with your bigger picture and maintain perspective
• Express gratitude for three specific things to foster a positive mindset and increase motivation

Pro Tip: Keep a journal by your bedside. Before you go to sleep, jot down your top priorities for the next day. This not only sets you up for a purposeful morning but also helps your subconscious mind work on solutions while you sleep.

Hack 2: Master the Art of Time Blocking

Time blocking is a powerful technique that can transform the way you manage your day, both in your personal life and in business. 

By assigning specific time slots to different tasks or activities, you create a structure that helps combat procrastination, reduces context switching, and increases focus. This method allows you to allocate your energy more effectively, ensuring that high-priority tasks get the attention they deserve while also carving out time for personal activities and self-care.

• Divide your day into specific blocks for different tasks or activities, but be realistic about the time each task requires
• Use color-coding in your calendar to quickly identify different types of activities (e.g., deep work, meetings, personal time)
• Allocate uninterrupted focus time for important tasks, turning off notifications during these periods
• Include buffer time between blocks to account for unexpected events or tasks that run over
• Schedule breaks to recharge and maintain productivity, including short walks or stretching sessions
• Experiment with different block durations to find your optimal work rhythm (e.g., 25-minute Pomodoro sessions or 90-minute deep work blocks)
• Review and adjust your time blocks weekly to ensure they're still serving your needs

Pro Tip: Use the "Swiss cheese" method for large, daunting tasks. Instead of blocking out a large chunk of time, create several smaller time blocks throughout the week. This approach makes big projects less overwhelming and allows you to make steady progress.

Hack 3: Implement the Two-Minute Rule (and its variations)

The Two-Minute Rule, popularised by productivity expert David Allen, states that if a task takes less than two minutes to complete, do it immediately. 

This simple yet powerful principle can significantly reduce the mental clutter of small, unfinished tasks that often accumulate and become overwhelming. By addressing these quick tasks immediately, you maintain momentum, reduce procrastination, and create a sense of accomplishment that can fuel your productivity throughout the day.

• For tasks that take slightly longer, use the Five-Minute Rule: if it takes less than five minutes, do it now
• Create a "two-minute task list" for quick breaks between larger tasks, allowing you to knock out several small items quickly
• Use the Two-Minute Rule as a starting point for larger tasks: commit to working on a big project for just two minutes to overcome procrastination
• Apply the rule to decision-making: if you can make a decision in two minutes or less, make it immediately instead of postponing
• Teach your team the Two-Minute Rule to improve overall organisational efficiency
• Use this rule to quickly respond to emails or messages, preventing communication backlogs

Pro Tip: Create a "two-minute jar" in your office. Whenever you or a team member completes a two-minute task, add a small token to the jar. When it's full, celebrate with a team reward. This gamifies the process and encourages everyone to tackle small tasks promptly.

Hack 4: Harness the Power of Habit Stacking

Habit stacking, a concept introduced by James Clear in his book "Atomic Habits," involves linking a new habit to an existing one. This technique leverages the neural networks already established by your current habits, making it easier to form new, productive behaviors. 

By strategically connecting new actions to your existing routines, you can seamlessly incorporate productive habits into your day without relying solely on willpower or motivation.

• Identify current habits in your daily routine (e.g., making coffee, checking email)
• Choose small, productive habits you want to incorporate (e.g., reading an industry article, stretching)
• Link the new habit to the existing one: "After I make my coffee, I will read one industry article"
• Start small: aim for 1-2 minute habits initially, then gradually increase the duration or complexity
• Use habit tracking apps or a simple journal to monitor your progress and maintain consistency
• Apply habit stacking to both personal and professional goals (e.g., "After I send my last email of the day, I will write down tomorrow's top priority")
• Encourage your team to use habit stacking for continuous improvement in their roles

Pro Tip: Create a "habit stack" for transitioning between work and personal time. For example: "After I shut down my computer, I will take three deep breaths, change into comfortable clothes, and spend 10 minutes playing with my kids." This helps create a clear boundary and mental shift between work and home life.

Hack 5: Master the Art of Effective Meetings

Have you heard the term “death by meeting”? Meetings, while often necessary, can be significant time-sinks if not managed properly. The key is knowing what requires a meeting, when to have those meetings, and how to lead them effectively.

Effective meetings not only save time but also boost team morale, improve decision-making, and ensure that everyone's time is respected and well-utilised.

• Adopt the "stand-up meeting" concept: Keep meetings brief by having participants stand, encouraging conciseness and focus
• Implement a "no devices" policy during meetings to ensure full engagement from all participants
• Use the "2/3 rule": End meetings when you've accomplished 2/3 of your objectives to maintain momentum and avoid diminishing returns
• Assign a "devil's advocate" role in decision-making meetings to challenge assumptions and prevent groupthink
• Start meetings with a quick round of "wins" to boost morale and set a positive tone
• Use visual aids like mind maps or flowcharts to keep discussions on track and enhance understanding
• End each meeting with a clear action plan: Who will do what, by when, and how will it be communicated?

Pro Tip: Try video messaging over meetings for smaller syncs. Products such as Loom or other screen-recording software allow you to quickly capture and share updates without having to schedule a meeting.

Hack 6: Leverage Technology for Efficiency

The right tools can significantly boost your productivity, both in your personal life and in business. 

However, the key is not to adopt every new technology that comes along, but to carefully select and integrate tools that align with your specific needs and enhance your workflow. After all, the last thing you need is another tool or software that promises to expand your productivity – but distracts you with its complexity and features.

• Implement a centralised project management system (e.g., Asana, Trello, or Monday.com) to track tasks, deadlines, and team progress
• Use AI-powered tools for data analysis and reporting to save time and gain deeper insights
• Adopt cloud-based collaboration tools (like Google Workspace or Microsoft 365) for seamless document sharing and real-time collaboration
• Implement chatbots for customer service to handle routine inquiries and free up staff for more complex tasks
• Use time-tracking software to identify productivity bottlenecks and optimise workflows
• Leverage automation tools for repetitive tasks such as email responses, social media posting, or data entry
• Implement a unified communication platform (e.g., Slack or Microsoft Teams) to reduce email overload and improve team coordination

When considering a new technology or tool, ask yourself: What problem is this solving? Do I actually need it? Will it save me time and effort, or will it add more steps to my daily routine?

Pro Tip: Schedule a quarterly "tech audit" for your business. Review all the tools and software your team is using, assess their effectiveness, and identify any redundancies or gaps. This ensures that your tech stack remains lean, efficient, and aligned with your evolving business needs.

Hack 7: Implement Strategic Energy Management

Productivity isn't just about managing time; it's also about managing energy. Your energy levels significantly impact your ability to focus, make decisions, and perform at your best. 

By implementing strategic energy management techniques, you can maintain high productivity levels throughout the day, reduce burnout, and improve overall well-being. This approach recognises that humans are not machines and that sustainable productivity comes from working with our natural rhythms and needs.

• Encourage "ultradian rhythm" breaks: 90 minutes of focused work followed by 20-30 minute breaks
• Provide healthy snacks and encourage proper hydration to maintain energy levels throughout the day
• Offer standing or treadmill desks to combat the negative effects of prolonged sitting
• Implement a "no-email Friday afternoon" policy to allow for focused work and a clean break for the weekend
• Encourage power naps: Provide a quiet space for short (15-20 minute) naps to boost afternoon productivity
• Offer wellness programs or gym memberships to promote overall health and energy
• Train managers to recognise signs of burnout and provide resources for managing stress and maintaining high energy

Pro Tip: Create an "energy log" for a week. Note your energy levels throughout each day and what activities or factors seem to influence them. Use this information to restructure your day, scheduling high-focus tasks during your peak energy times and more routine tasks during lower energy periods.

Unlock Even More Productivity Skills with ActionCOACH

These seven hacks are designed to help you create more margin your days to find balance and beat burnout. But if you're looking for even more productivity skills and strategies, consider joining our free webinar!

In our webinar, we will break down the science of productivity and provide practical tools for managing stress, maintaining high energy levels, and maximising your time. Our team of expert coaches will guide you through exercises and activities to help you identify your strengths and weaknesses in productivity, set achievable goals, and create a personalised action plan for success.

Don't let burnout and overwhelm hold you back from achieving your full potential. Speak with one of our advisors to see how having an Action Coach can help you succeed.